UBC eRecruit Training Manual - UBC Human Resources · Navigation: Job Description Library>Add/Edit/Copy Job Descriptions Step 1: Find a job description you wish to copy using the

UBC eRecruit

Job Description Library

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Create a New Job Description

Navigation: Job Description Library>Add/Edit/Copy Job Descriptions Step 1: Use this page to enter preliminary Job Description information.

Click on magnifying glass to select from a list of valid values

Enter fields in order that they appear

Fields entered here may be changed later in the Job Description pages

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Step 2: Search results page indicating that no existing job descriptions exist which match your selection criteria.

Click on ‘Add New Job Description’ to proceed.

Step 3: Enter required fields in Job Information page.

Effective Date: Use the earliest date this position could be filled. Sequence: Defaults to zero; change to higher number when multiple effective dates of the same value exist. Status: Active/Inactive. Action: Use #1 for adding new job descriptions and #4 for adding Job Opening/Offer approvers. Will you be posting this position?: Select only if you’re planning to post your job. Job Description Approval Required: Indicates if J.D. requires H.R., F.R. and/or Vice-Provost approval (M&P, SUD, Excluded M&P, UBC-O BCGEU

and some Faculty positions).

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Campus, VP/Faculty, Department, Location: Enter the codes associated with the department. Employment Group, Job Family, Job Code/Classification Title: enter the codes associated with the job. Business Title: Enter appropriate working title (max. 50 characters). Funding Type: Budget Funded (GPOF), Grant Funded (NGPOF) or Self Funded (NGPOF). Reports To: Enter JDL code of position the new JDL code reports to. Dotted-Line Reports To: Enter JDL code of position the new JDL code has a dual reporting relationship to. F-Slot: Enter F-Slot Budget code (Faculty positions only). Max. FTE: Enter the maximum, total number of full-time equivalents associated with this JDL. Location: Enter the location code associated with the department.

Select the ‘Save for Later’ button at any time to save partially completed work. Note: The VP/Faculty and Department fields will be restricted to VP/Faculty/Department codes you have security access to.

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Step 4 (Staff positions only): Displays Job Standard/Benchmark for select staff job classifications.

Ensure job requirements fall within job standard/benchmark.

Select a different employment group and job code in Job Information page if job requirements do not fit job standard/benchmark.

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Step 5 (Staff positions only): Enter Job Qualifications.

Education and work experience from job standard/benchmark defaults and is non-updateable.

Enter any additional education and work experience preferred requirements.

Enter skill requirements using Skill Clusters and Skill fields. Alter Job Description Text box as required.

If required skill does not exist, select ‘Other’ Skill Cluster/Code to enter custom skill requirement. Select the ‘Save for Later’ button at any time to save partially completed work.

Spell Checker Delete corresponding entry

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Step 6 (Staff positions only): Enter remaining Job Description components.

H.R. Review Log Ref: Enter classification # and other key information on previously classified JDs. Enter Job Summary, Organizational Status, Work Performed, Consequence of Error/Judgement, Supervision Received and Supervision Given

sections. All fields are required. Optional classification review requested: Select if JD does not require H.R. classification review and approval but you wish to have it reviewed (ie,

you’re unsure you classified the JD correctly). Print Job Description push button: Use to print a formatted and printer-friendly version of your Job Description after you have saved your work.

Select the ‘Save for Later’ button at any time to save partially completed work.

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Step 7: Displays required approvals (Staff):

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Displays required approvals (Faculty):

When Job Description entry is saved, approvers will be notified via email that an approval request exists. For Faculty Job Description approvals, Faculty Relations (UBC-V) or Human Resources (UBC-O) will receive the approval request first. When they

have provided their approval, the approval request for the respective Provost’s office will then be generated. Approvals are required for all Faculty, M&P, Excluded M&P, Service Unit Directors, BCGEU at UBC-O and some select CUPE 2590 positions. For all

other job descriptions, ‘No Approvals Required’ will appear on this page.

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Step 8: Enter Job Description Number of person responsible for approving Job Openings/Postings and Job offers. Note: For Faculty Job Descriptions/Ads, recruiting approvals must always be assigned to the Dean.

Data entry into this page is only required if the ‘Will you be posting this position’ checkbox on the Job Information page is checked on.

Only one Job Description number per process can be entered.

Both processes, Job Postings and Job Offers/Hires need to have an approver designated.

If the Job Description number entered is invalid, it means that a) no employees are attached to the Job Description number via a job record and/or b)

the employee does not have the necessary security permissions to be an approver and/or c) the employee attached to the Job Description number is no longer active.

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Job Description/Ad Approval Process

Job Description Approvers

Human Resources is responsible for classifying and approving all new Job Descriptions which fall under the following employment groups: Management & Professional (M&P) Excluded Management & Professional (XMP) Service Unit Directors (SUD) Some select CUPE 2950 positions (C29,B29) Human Resources (UBC-O) is responsible for classifying and approving all new Job Descriptions which fall under the following employment groups: BCGEU at UBC-O (OK1) Job descriptions created under any of the categories about will be automatically routed to Human Resources for classification review and approval. Job descriptions not requiring approval may be optionally reviewed/classified by H.R. by selecting the ‘Optional classification review requested’ checkbox on the ‘Job Description’ tab. Faculty Relations (UBC-V) / Human Resources (UBC-O) and the respective Provost’s office is responsible for approving all new Tenure and Tenured-Track Job Descriptions/Ads which fall under the following employment group: Faculty - BOG Appointees (FA) – (BOG)

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Step 1: Once the Job Description/Ad is submitted for approval, Human Resources/Faculty Relations will receive an email notification advising that that a job description requires approval. The approver is then directed to a PeopleSoft ‘Worklist’ page via a link in the email:

PeopleSoft Worklist Page:

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Step 2: Approval is recorded and submitted. Staff Approval:

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Faculty Approval (step 1):

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Faculty Approval (step 2):

Approver selects ‘Approved’ or ‘Pushback’.

If ‘Pushback’ selected, Approver should provide reason and changes required in comments box.

Submit approval.

Once submitted, the Worklist item will disappear from the Approvers Worklist.

The system will automatically send an email notification to the Originator advising them of the approval status. (and will appear on their Worklist).

The process returns to step 1 if Job Description is push backed.

Sample Email of an approval notification:

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Edit a Job Description

Navigation: Job Description Library>Add/Edit/Copy Job Descriptions Step 1: Find your job description using the search methods described in the ‘Create a New Job Description’ chapter.

Step 2: Click on the checkbox adjacent to the job description selected. Click on Update and make necessary changes to your Job Description.

Important note: Only Job Descriptions which are in an approved or draft approval status and are in a department you have security access to can be updated. Job Descriptions which require approval (M&P, XMP, SUD, OK1, BOG), require that you insert a new effective-dated row. Existing data cannot be modified for these Job Descriptions.

For Job Descriptions requiring approval, changes to the Employment Group, Job Family, Job Code, and/or any sections in the Job Description page will generate a new approval request.

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Copy a Job Description

Navigation: Job Description Library>Add/Edit/Copy Job Descriptions Step 1: Find a job description you wish to copy using the search methods described in the ‘Create a New Job Description’ chapter.

The search above will search for all M&P Job Descriptions within the Administration Job Family.

Step 2: Click on the checkbox field for the Job Description you wish to copy. Select the ‘Copy’ push button.

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Important note: You will be permitted to copy only those Job Descriptions in the following Approval Statuses:

Approved OK to Post (M&P,XMP,SUD,OK1,BOG – with intention to post)

Approved (M&P,XMP,SUD,OK1,BOG – without intention to post)

OK to Post (all others – with intention to post)

N/A (all others – without intention to post)

Step 3: The fields indicated below may need to be entered or altered.

For Staff positions, changes to any of the fields highlighted above, will not result in an Approval workflow being launched.

For Staff positions, changes to Employment Group, Job Family or Job Codes will result in an Approval workflow being launched.

For tenured Faculty positions, changes to any fields in the Job Description component (and of the page) will result in an approval workflow being launched. All tenured Faculty Job Descriptions require approval, regardless if an approved Job Description was copied.

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Step 4(Staff positions only): Review Job Qualifications:

Ensure qualifications are appropriate for your new job description.

Select a different Job Description or create a new one if job requirements do not match Job Standard/Benchmark.

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Step 5: Review/modify Staff Job Description.

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Review/modify Faculty Job Description/Ad.

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Step 6: Enter Job Opening & Job Offer Approver Job Description numbers (only visible if job is being posted).

See ‘Create a New Job Description’ chapter on how to enter a valid approver.

‘List of Approvers’ hyperlink displays approvers after Save and Submit.

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Job Openings/Postings

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Create a Job Opening

Navigation: Recruitment>New Job Openings/Postings>Create New Job Opening/Posting Step 1: Enter the Job Description code you wish to use to create your Job Opening/Posting or if you don’t know the code, click on the magnifying glass

for a list of valid values or search for it using the various search fields (Campus, VP/Faculty, Department, etc.).

Click on button.

Only Job Descriptions in an ‘approved’ and ‘ok to post’ status will be available for use.

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Step 2: Complete fields indicated below as required.

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Available Openings: Enter the number of positions available to be filled.

Recruiting Location: Indicates where the job opening is located (Point Grey Campus, Hospital Site, Agassiz, Robson Square, Kelowna).

Desired Start Date: The approximate start date of the job once filled. This date can be changed at the job offer recruiting stage.

Job End Date: For term positions, the last anticipated date of work.

Ongoing?: For non-term positions, indicate that the job is ongoing.

Possibility of Extension?: For term positions, indicate if there is a possibility that the job will be extended. If unsure, leave field blank.

Employees Being Replaced – Name: Enter the name(s) of the former incumbents of the job opening. For informational purposes only.

Employee Type: Indicate if the job will be filled on an hourly compensation rate basis or a salaried (semi-monthly) basis. This field defaults to ‘Salaried’ for all Faculty job openings.

FTE: Indicate Full-Time Equivalent percentage. 1.000000 = 100% time; 0.500000 = 50% time. Defaults to 1.000000 is ‘Full-Time’ is selected.

Full/Part Time: Defaults to Full-Time if FTE = 1.000000 or to Part-Time if FTE is less than 1.000000

Employee Classification: Use for select unionized positions only. Values are: BCGEU (UBCO) – Auxiliary, CUPE 116 Seasonal, Leave Replacement, CUPE 2950 Sessional. This field does not appear for Faculty job openings.

On Call: Use for select unionized positions only. This field does not appear for Faculty job openings.

Under Review: Clicking on this checkbox will remove hiring salary information from the posting and replace it with the wording ‘Under Review’.

Create New Job Posting/Repost: Click on this hyperlink to create new job postings or repost a posting which was closed within the last 90 days (postings closed more than 90 days ago require a new Job Opening).

Click on at any time to save partially completed Job Openings. Step 3: Click on the ‘Create New Job Posting/Repost’ link in the Job Opening page. The ‘Posting Information’ page will open. This page has four sections: Optional Introductory Wording section, Job Description section, Additional Closing Wording section and Job

Posting Destination section. Section 1: Optional Introductory Wording Section:

This section is completely optional.

Any text can be added which will appear as the first paragraph in your job posting.

Spell check any text you enter using the icon

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Section 2: Job Description section (Staff Job Opening):

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Job Description section (Faculty Job Opening):

The Job Description section is mandatory and defaults from the Job Description Library entry specified when creating the job opening.

Text in this section is display only and cannot be modified on this page.

Modifications must be made in the Job Description Library and may require you to create a new Job Opening. Section 3: Additional Closing Wording section:

The Equity/Immigration Statement is mandatory and automatically appears on all Faculty and Staff postings.

Additional wording with pre-written text is currently available for:

o Faculty salary commensurate with qualifications & experience

o Faculty attachment instructions

o Faculty GPOF Funding provision

o Hyperlink to Department website

o Internal Rider

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Section 4: Job Posting Destinations

Destination: ‘UBC Careers Website’ defaults for all postings and is mandatory. To add more posting destinations, click on the ‘Add Posting

Destinations’ hyperlink. Additional destination values are: AUCC University Affairs, CAUT Bulletin, Executive Search, Globe & Mail, Other, UBC Careers Website, Vancouver Province, Vancouver Sun. Note that UBC eRecruit is not integrated with these additional posting destinations. Their use is for informational purposes only.

Posting Type: Defines posting audience – Internal/External Applicants. All UBC postings are open to internal and external applicants.

Post Date: First day posting will appear in UBC Careers website. Defaults to the next calendar day, to ensure postings are available to applicants for the full number of days in the posting period, but may be changed to a future date. Post dates will be automatically adjusted if Job Opening/Posting approval is received after the original post date. For example, you create a job opening March 1, post date is March 2 and you receive approval on March 3. The post date will be adjusted to March 4, the day following the approval.

Remove Date: First day posting will not appear in UBC Careers website (ie, removed at 0:00 on ‘remove date). Defaults to the posting close date based on the posting duration prescribed by the given employment group (note that some employment groups do not have prescribed posting periods).

Posting Duration: System calculates the posting duration in calendar days as well as business days, excluding public holidays.

Posting dates are based on a 24-hour clock.

Posting first appears on UBC Careers at 0:00 on the ‘Post Date’ specified.

Postings are removed from UBC Careers at 0:00 on ‘Remove Date’ specified -- postings will not appear on the ‘Remove Date’.

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Step 4: View Job Posting (Staff Posting)

Click on button to review the job posting the system constructed.

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View Job Posting (Faculty Posting):

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Step 5: Submit Job Opening for Approval.

Click on to save Job Opening/Posting and submit for approval.

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Approval page appears with name of the person the Job Opening was routed to for approval.

Note: All job openings/postings require approval.

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Job Opening/Posting Approval Process

Step 1: Approver accesses approval request either through the email notification or the PeopleSoft Worklist page:

Sample approval request email sent automatically to approver:

Approver’s Worklist:

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Step 2: Approver enters approval or pushback:

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Reason for pushback must be provided in the comments section and must be entered prior to clicking on the pushback button Comments should include instructions to the originator as to what needs to be modified in the Job Opening/Posting in order to obtain approval.

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Step 3: In the case of an approval, originator is informed of Approver’s decision via email and Worklist entry is created. Sample email of an approval notification:

Worklist Item for Approval:

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Originator can access the Job Opening to review approval and any comments from approver.

Once approval on Job Opening is received, the job posting will become available to applicants the following day or on the ‘Post Date’ if in the future. In all cases, postings will not become available to applicants until approval has been received.

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Step 4: In the case of a pushback, originator is informed of Approver’s decision via email and Worklist entry is created. Sample email of a pushback notification:

Worklist Item for pushback:

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Originator accesses the Job Opening to review comments from Approver and reason for pushback.

Originator makes recommended changes to Job Opening/Posting and clicks on button and approval process repeats itself until an approval is received.

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Repost a Job Posting

Job postings can be reposted within 90 days without re-approval. Reposts after the 90-day period, require you to create a new job opening and go through the approval process. To repost of job, navigate to: Manage Applicants and Openings. Open your Job Opening and click on the Job Opening Details link. Go to the bottom of the page to the ‘Job Postings and Posting Periods’ section. Click on Create New Job Posting/Repost to insert a new posting.

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Repost a Job Posting

In the Job Opening-Posting Information page, go to the bottom of the page to the ‘Job Posting Destinations’ section. Review the posting dates to

determine when your posting will be reposted and click on button.

Note that viewing the job posting at this point using the button, will not show that the posting is a ‘Repost. You must save your data before the posting preview is updated.

Your additional posting should now indicate (Repost) in the ‘Job Postings and Posting Periods’ section.

Click on to save your work. Your repost will appear the following working day in myCareers.

Documents

UBC eRecruit Training Manual - UBC Human Resources · Navigation: Job Description Library>Add/Edit/Copy Job Descriptions Step 1: Find a job description you wish to copy using the